Engility Corporation,Operations Manager Jobs in Malawi

About
Engility:

Engility delivers
innovative solutions to critical challenges facing the nation and the world. As
a premier provider of integrated services f
or the U.S. government, we support
the Department of Defense, intelligence community, space communities, federal civilian
agencies and international customers. Engility is dedicated to making lives
better, safer and more secure.

Description:

Engility
Corporation,
building on IRG’s legacy in international development, seeks
multiple Opertions Managers for USAID-funded contracts in East Africa. The
Operations Manager will be responsible for all aspects of Human Resources,
Event Planning, Administration, Procurement, Logistics, Travel and Financial
Accounting. The Operations Manager will be expected to lead a team of 3-5
finance and administration staff to support in all areas of logistics and
operations for field-based activities. He/she will have a broad base of
experience and worked in an international setting.

Office Administration

• Originate
  and/or analyze procurement requests for supplies, furniture, equipment,
  training, events, and services as requested (i.e., obtain quotations,
  prepare purchase orders, make payments, and prepare justifications of
  expenditures).
• Ensures
  that the procurement process is systematic, transparent, and compliant
  with USAID regulations IRG procurement processes; ensures timely
  processing of purchase requests.
• Maintain
  and account for an inventory of project assets each quarter, ensuring that
  all assets are properly assigned inventory numbers and/or tags to minimize
  misuse and losses to all inventory items.
• Oversee
  maintenance of office equipment such as photocopiers and scanners and
  ensure repairs are made in a timely fashion. Oversees the cleaning,
  maintenance, and repair of all facilities including electricity supply,
  water and plumbing.
• Oversee
  and maintain all administrative systems for the project, including
  information resources, general filing, electronic filing, contracts and
  leases, travel, subscriptions, insurances, etc.
• Reviews
  payment requests prepared by project accountant
• Support
  events, conferences, and workshops with administration and logistics needs
  including arranging refreshments and venues, maintaining meeting calendar,
  taking notes during meetings and events, and distributing minutes to
  attendees as needed.
• Monitor
  office lease, utility and service contracts, and other contracts related
  to office management, and ensure compliance with IRG and USAID
  regulations.
• Maintain
  a proper and user friendly filing and document control system for human
  resources and procurement files.
• Oversee
  all Human Resources functions including, hiring, onboarding, employment
  agreement preparations, HR file management, performance appraisals (as
  requested), and exit procedures. Ensures the proper implementation of
  project and IRG personnel policies and procedures.
• Other
  administrative tasks as assigned by the Chief of Party and/or designee.

Travel &
Logistics

• Manage the
  arrangement of travel and accommodations for staff and visiting
  consultants in accordance with USAID and IRG policies and procedures,
  including booking hotels, ground transportation, and/or air travel.
• Negotiate
  competitive rates with hotels and lodges in/around project sites and the
  project office.
• Provide
  direct supervision to the project driver(s), this includes but is not
  limited to:
• Overseeing
  vehicle maintenance, managing vehicle/travel calendar, ensuring proper
  vehicle insurance.
• Ensure
  timesheets, expense reports, and travel advances of project driver(s) are
  properly completed and submitted in a timely manner.
• Conduct
  monthly meetings with driver(s) to ensure all problems, questions, or
  concerns are being addressed.
• Ensure
  an efficient system is maintained, reviewed and analyzed for all
  transport related records (registration records, insurance records,
  vehicle/motorbike logs, etc.) to ensure compliance, accountability, and
  efficiency in the management of the vehicles. Introduce new internal
  controls as needed.
• Oversee
  the replenishment of fuel for the project vehicle and develop a system
  and carry out monthly analysis of utilization and fuel consumption of
  project vehicles.
• Maintain
  records on vehicle insurance; and ensure the proper coverage and provide
  updates on the need for renewal or removal of a vehicle from the
  insurance policy.
• Maintain
  and report to the Home Office any police reports and/or other records
  related to damage or loss of the project office vehicles; and oversee the
  processing of all insurance claims.

Financial
Management

• Oversee
  all project budgeting, cash management, and accounting and ensure robust
  financial and management and suggest and implement improvements to improve
  financial management systems.
• Ensure
  the proper internal controls by providing training on the internal control
  system to the accounting and procurement staff by assisting in defining
  roles and responsibilities for staff, and establishing an approval system
  for payment and non-payment accounting transactions
• Process
  and monitor VAT refund requests, working in close collaboration with the
  USAID EXO.
• Ensure
  proper segregation of duties across the financial and procurement
  management systems.
• Oversee
  petty cash management.
• Serve
  as the principal field office point of contact to coordinate with the Home
  Office Project Control Analysts, Project Manager, and Project Associate on
  all financial matters.
• Ensure
  the timely submission of accounting reports, including trial balance,
  ledger details, P&L statements, accruals, etc.
• Oversee
  cash flow management and preparation of Field Office wire transfer
  requests.
• Assist
  the Chief of Party in liaising with the project bank(s), managing all USD
  and local currency bank balances, adding and removing signatories.
• Provide
  pertinent back-up documentation in response to any internal or external
  audit request.
• Ensure
  financial vouchers are properly booked in accounting software.

General

• Participate
  in management meetings and provide updates on office operations.
• Debrief
  the Chief of Party and other Technical Team Leaders on any updates to
  project operations.
• Directly
  supervise 3-5 finance and administrative staff.

Required
Qualifications:

• Minimum
  8 years of progressive experience in field office operations and financial
  management with at least 5 years work experience related to international
  development. USAID contracts experience preferred.
• A
  minimum of 3 years of supervisory experience.
• Knowledge
  and skills in USAID procurement management is a must.
• Proven
  ability to supervise, motivate and manage project support staff in a
  dynamic and growing work environment.
• Possesses
  knowledge and skills in USAID procurement management.
• Strong
  coordination experience with proven administrative, reporting, and
  representation skills. Excellent attention to detail.
• Demonstrated
  ability to produce results and show initiative.
• Proficient
  in Microsoft Office and QuickBooks software packages.
• East
  Africa experience required, experience in Kenya, Tanzania, and Uganda
  highly desired.
• Master’s
  degree required in relevant field.
• Fluency
  in written and spoken English required.

https://careers-engility.icims.com/jobs/22557/operations-manager/job